1. Induction Programme for Newly Appointed Principals 2012/13 School Administration 2 Code of Aid for Secondary Schools: 1. An Overview 2. Subvention to Aided Schools 3. Staff Establishment of Schools EXIT

2. Codes of Aid for Primary/ Secondary Schools: An Overview

3. 3 Part I Introduction Interpretation This Code of Aid prescribes the rules and conditions in accordance with which the Government of the Hong Kong Special Administrative Region promotes education by means of grants to such primary/secondary schools as may be approved for this purpose by the Permanent Secretary for Education (PSEd) (Part I.1(a)of CoA for P/S and S/S)

4. 4 Introduction Delegation of Power Management of Aided Schools –Education Ordinance (EO) and subsidiary legislation –CoA & Permanent Secretary’s instructions Additional Managers –School not being managed satisfactorily –Pupils’ education not being promoted in a proper manner –No manager

5. 5 Introduction Minimum Number of Managers –No less than 5 Access to Accounts –The Director of Audit –Independent Commissioner Against Corruption –or any authorised officer

6. 6 Part II Grant of Aid Calculation of Grant Kinds of Grant Permanent Secretary’s Authority Subscriptions Acceptance of Donations

7. 7 Salaries Grant –Approved Staff Establishment –Salaries, Increments and Allowance –Leave –Supply Teachers & Temporary Replacements Operating Expenses Block Grant Composite Furniture & Equipment Grant Recurrent Grant

8. 8 Non-recurrent & capital grants Insurance Non-Recurrent & Capital Grants

9. 9 Part III Administration of Aided Schools Admission, Suspension and Expulsion of Pupils Use of School Premises Appointment and Dismissal of Staff Other Personnel Matters –Retirement, Promotion, Regrading, Acting Appointment School Accounts Admission, Suspension and Expulsion of Pupils Use of School Premises Appointment and Dismissal of Staff Other Personnel Matters –Retirement, Promotion, Regrading, Acting Appointment School Accounts

10. 10 General Principles and Procedures on Appointment/ Other Personnel Matters  Formulate explicit policies and procedures to select suitable candidates Open, fair and transparent Schools should Formulate objective assessment criteria Conduct open recruitment (advertised in the press) Form an independent selection panel Composition of the panel (selection of staff other than the School head): An SMC member other than the school head The school head A senior teacher of the respective subject, depending on the nature of the post to be filled

11. 11 General Principles and Procedures on Appointment/ Other Personnel Matters Schools should Consider all eligible applications Assess the suitability of applicants Keep a proper record of the assessment results Please refer to EDBC 5/2005 & 30/2000 and Chapter 7 of School Administration Guide

12. 12 Enhanced measures & SCRC to prevent improper persons from serving as teachers Public Concerns Extensive media coverage on teachers ’ offence cases leading to public concerns over: –Whether teachers who have committed serious offences (e.g. sex offence) are allowed to serve in schools –Whether there are appropriate measures to protect students in schools Please refer to EDBCM No. 65/2010 & 179/2011 and Chapter 7 of SAG

13. 13 Enhanced measures & SCRC to prevent improper persons from serving as teachers Before Appointment Check the documents - Verify carefully the qualification documents of the applicants Academic qualifications Certificate of Registration as a Teacher & Certificate of Service - Ensure the appointees not yet registered to apply for teacher registration before assumption of duties

14. 14 Require the applicants to declare - Whether they have been convicted of any criminal offence(s) in Hong Kong or elsewhere - Whether their registration or permission status as a teacher has been cancelled/ refused ( in the job application form and/or other related documents ) Require Native English Speaking Teachers (NETs) directly employed by schools to produce a Certificate of No Criminal Conviction or other legitimate documentary proof issued by their countries of residence (Effective from the 2009/10 s.y.) Enhanced Measures & SCRC (Cont ’ d)

15. 15 Enhanced Measures & SCRC (Cont ’ d) Let the applicants know - Purpose for collecting the information - Any criminal conviction may not necessarily render their applications unsuccessful - The consequences of refusing to provide the necessary information

16. 16 Verify the information - With prior consent of the applicants, consult their previous employers about their job performance and the reason(s) for leaving, if deemed necessary - Request the applicants to undergo Sexual Conviction Record Check (SCRC) at the advanced stage of the employment process - Seek the applicants’ consent to apply to EDB for releasing their registration information to the school in case of doubt Enhanced Measures & SCRC (Cont ’ d)

17. 17 State in the conditions of services  The consequences of intentionally providing false information/ withholding any material information  The obligation to report to the school forthwith any criminal proceedings against them after appointment Enhanced Measures & SCRC (Cont ’ d)

18. 18 Enhanced Measures & SCRC (Cont ’ d) After appointment Professional Conduct Convey to all staff the expectations regarding their conduct and performance on a regular basis through a variety of channelsDeclaration/report Require teachers to report to the school if criminal proceedings are instituted against them

19. 19 Enhanced Measures & SCRC (Cont ’ d)  Report to EDB serious offence or act of misconduct allegedly committed by a teacher when such comes to notice  Specify in the Certificate of Service the reason(s) for leaving, for reference of other schools (applicable to all staff) Disciplinary measures  Suspend a teacher from duties, if deemed necessary, in case where criminal proceedings of a serious nature are instituted against him/her

20. 20 Summary (Verify from various sources and be stringent in the selection) About to appoint Qualifications & Eligibility Formulate the procedures and assessment criteria Conduct & Experience Prepare contracts State expectations/ professional conduct Promptly report /seek support Require teachers to Declare Consent/ Apply Previous employers EDB Cross-check with Appointed Police (through SCRC)

21. Thank you!

22. 22 Enhanced Measures applicable to 1. Teachers: Temporary/ contract/ part-time/ daily- rated supply teachers NETs Teachers paid out of cash grants, etc. 2. Non-teaching staff: Staff employed on whatever terms Coaches/ instructors leading extra- curricular activities Teaching assistants, etc. 3. Service providers: Personnel deployed to work in schools

23. 23 Declarations to be made in the job application form and/or other related documents 1 (for reference) Declaration on any record of criminal conviction or cancelled/refused registration or permission status as a teacher Have you ever been convicted of any criminal offence(s) in Hong Kong or elsewhere [excluding any record(s) of conviction regarded as “ spent ” under the Rehabilitation of Offenders Ordinance] ? Yes  No  Has your registration or permission status as a teacher been cancelled/refused by the Education Bureau ? Yes  No  If yes, please provide the details:_____________ Any criminal conviction may not necessarily render job applications unsuccessful.

24. 24 The consequences of refusing to disclose the necessary information and intentionally providing false information/ withholding any material information For example, the applicants will declare: I understand that if I fail to provide the necessary information, my job application will not be considered. I understand that if I intentionally provide false information/withhold any material information, it will render me liable to disqualification for employment, or to termination of employment if already employed by the school. Declarations to be made in the job application form and/or other related documents 2 (for reference)

25. 25 Declarations to be made in the job application form and/or other related documents 3 (for reference) Authorization by the applicants to the school for consulting their previous employers about their job performance and/or reasons for leaving I consent/do not consent to the ABC School making enquiries, for the purposes relating to recruitment and appointment, to my current/ previous employers about my job performance and/or reasons for leaving.

26. 26 Sexual Conviction Record Check (SCRC) Scheme What is “SCRC” ? Administrative scheme operated by the Hong Kong Police Force since 1 Dec 2011 Provides employers with a reliable channel whereby they may ascertain whether applicants applying for work relating to children or mentally incapacitated persons (MIPs) have any sexual conviction records.

27. 27 Sexual Conviction Record Check (SCRC) Scheme (Cont’d) Guiding Principles Enhance protection of children or MIPs from sexual abuse Applicable only to work related to children or MIPs Voluntary in nature Operation and use of the scheme is subject to the Personal Data (Privacy) Ordinance and provisions in relation to data protection

28. 28 Employers Sexual Conviction Record Check Flow Chart Prospective employees Provide a documentary proof of possible employment to prospective employee Request prospective employees to undergo SCRC at the advanced stage of employment process Make advance appointment thro’ Auto-Telephone Answering System (ATAS) Submit application in person and obtain checking code Verify check result Pass the checking code and 1 st four digits of HKID no. to employer for conducting check Conduct the check thro’ the ATAS and record the transaction no. Destroy any personal data which is no longer required

29. 29 Revised Sample of Conditions of Services Including “Disclosure of Information”: A teacher should report to the school forthwith any criminal proceedings against him/her after appointment. A teacher will be liable to disciplinary action if found to have intentionally provided false information to/ withheld any material information from the school.

30. 30 Revised Sample of Certificate of Service Including “Reason(s) for Leaving” ： Resignation due to personal reasons Expiry of contract Dismissal Summary dismissal

31. End of Session 1

32. Code of Aid Briefing Session Subvention to Aided Schools

33. 33 Subvention to Aided Schools In general, the operating expenses of aided schools are met from government grants Capital Cost for Building, Furniture and Equipment Grant Furniture & Equipment Grant Grant for Repairs, Maintenance, Minor Improvement & Emergency Repairs Various One-off Grants Salary-related grants Subvention to Aided Schools Non-recurrent Grants Recurrent Grants General Domain Special Domain Operating Expenses Block Grant Composite Furniture and Equipment Grant Rent, Rates and Government Rent Expanded Operating Expenses Block Grant (Applicable to IMC Schools ）

34. 34 Recurrent Grants (1) Operating Expenses Block Grant (OEBG) General DomainSpecial Domain Constituent Grants under the OEBG School and Class Grant, Administration Grant etc. Capacity Enhancement Grant, Whole School Approach to Integrated Education etc. Allocation Can top up expenditure on items in the Special Domain and items chargeable to other government subsidies outside OEBG No transfer is allowed among the grants in the Special Domain nor can they be transferred out Computation Differs among grants (e.g. per school ／ class ／ student ／ unit) Adjustment Mechanism In accordance with the June-on-June movement of the Composite Consumer Price Index each year Surplus Retention Can retain surplus up to 12 months’ provision Purpose ： to provide schools with greater flexibility in the use of resources

35. 35 Expanded Operating Expenses Block Grant (EOEBG) –Provided to schools in the school year following the establishment of the IMCs –Demarcation between General Domain and Special Domain is removed –The computation and adjustment of provision are simplified –Surplus can be retained up to 12 months’ provision Surplus can be used to top up ： 1)50% of recurrent cost arising from government-funded projects 2)25% of recurrent cost arising from furniture and equipment and other facilities or educational service acquired through private donations or other fund-raising schemes

36. 36 Computation & adjustment of EOEBG a)existing schools Provision = + b)new schools Provision = #Basic Provision + Average Per Class Rate x No. of operating classes + School Specific Grants c) developing schools Allow option to choose either (a) or (b) but irrevocable *Baseline reference = prevailing OEBG provision in the immediate past s.y #Basic provision = basic provision on expenditure on per school basis (territory wide average) School Specific Grants*Baseline Reference

37. 37 Fundamental Principles of OEBG & EOEBG Schools should : –have sound financial planning and good budgeting –be good employer while complying with the requirements of the Minimum Wage Ordinance –set aside part of the grants for the payment of Severance Payment/Long Service Payment as outstanding commitment for staff employed under constituent grants of OEBG/EOEBG –observe related guidelines in procurement and tendering* –observe Code of Aid, School Administration Guide, Circulars/CM and guidelines issued from time to time *For the financial limits and related arrangements of the procurement of goods and services Please refer to EDBC015/2007 Tendering and Purchasing Procedures in Aided Schools

38. 38 –schools should not keep too much surplus without specific purposes –should not use the provision to procure services or materials to drill students for assessments –should not use the provision on the fringe benefits for staff Fundamental Principles of OEBG & EOEBG (2)

39. 39 Tips on Handling Subvention In addition to organizing seminars and training sessions for Financial Management, EDB has also uploaded Tips on Handling Government Subvention for Aided Schools on EDB website which includes: Principles on Accounting, Records, Tendering/ Quotation, Approval etc. Dos Don’ts

40. 40 Financial and Accounting Arrangements of Schools OEBG Schools should: seek approval from SMC on their devised budget ensure the total expenditure is kept within the amount of OEBG and any deficit will have to met by the school’s own funds submit their annual account audited by a certified public accountant and other financial statements to EDB EOEBG Schools should establish an accountability framework of: i ) Internal self-regulation have annual planning, budgeting and review by schools themselves ii) External monitoring disclose financial information in annual School Plan and annual School Report which uploaded onto the schools’ website submit their annual account audited by a certified public accountant to EDB

41. 41 (2) Composite Furniture and Equipment Grant (CFEG) Purpose –To enable schools to improve their furniture and equipment provision according to the needs of individual schools Ambit –F&E items to meet the needs of schools & students –maintenance/repairs fees for F&E items –insurance premium for non-standard F&E items for school portions Principles on usage –for students’ interest –expenditure incurred should be reasonable & necessary for educational purposes –all F&E items should be recorded, managed & protected

42. 42 Special Features of CFEG Financial LimitNo limit for F&E items to be purchased SurplusCan accumulate up to 5 times the provision DeficitAllowed to use surplus of General Domain of OEBG to cover deficit. Any deficit not covered will have to be borne by non-government fund RatesAnnual revision according to CCPI movement Calculation BasisPer class per annum Disbursement –after the first three years of a new school & closing of the Set-up Fund Account –disbursed in August For details, please refer to EDBCM 104/2012 Operating Expenses Block Grant, Expanded Operating Expenses Block Grant and Composite Furniture and Equipment Grant for Aided Schools for the 2012/13 school year Composite Furniture and Equipment Grant (2)

43. 43 (3) Rent, Rates and Government Rent Provided to eligible schools to refund the rent, rates and government rent of premises for school purposes 〔 For details, please refer to EDBC14/2007 Refund of Rates and Government Rent 〕

44. 44 Non-recurrent Grants (1)Capital Cost for Building, Furniture and Equipment (2)Grant for Repairs, Maintenance, Minor Improvement & Emergency Repairs (3) Furniture & Equipment Grant Replacement of Furniture and Equipment cost due to fire, natural disasters or theft (4) Other One-off Grants For special programmes/projects, e.g. Grant for Establishment of Incorporated Management Committee etc.

45. 45 Other Sources of School Income Tong Fai (Senior Secondary) Collection of fines, charges and fees for specific purposes Fund raising/Donations Hire of Accommodation ＊ Schools must observe the Education Regulations, Circulars/Circular Memorandum and Guidelines issued by EDB from time to time

46. 46 EDB Homepage Website: http://www.edb.gov.hk/index.aspx?nod eID=2&langno=1 School Administration Regulations: Code of Aid and School Administration Guide Financial Management: Acceptance of Advantages and Donations by School and Its Staff Reference Materials Reference materials on E/OEBG and CFEG Reference materials on Trading Operations School Finance Tips on Handling Government Subvention for Aided Schools ……etc.

47. 47 Block Insurance Policy Public Liability Indemnifies Schools against legal liabilities for accidental injury to any person or accidental loss of or damage to any property Employee Compensation Covers the legal liability of an employer which relates to death or injury by accident or disease sustained by an employee arising out of and in the course of employment Group Personal Accident It is a nominal benefit provided to Students who suffer from Accidental Death or Permanent Disablement whilst participating in any school activities For details, please refer to EDB Homepage >School Administration > Administration > Safety and Insurance > School Safety and Insurance

48. 48 Block Insurance Policy (2) Insurer (2011-2013) China Taiping Insurance (HK) Co., Ltd. Period of Insurance 1 September 2011 to 31 August 2013 (Both dates inclusive) Geographical Limit  Hong Kong  Extended to worldwide for temporary overseas visits

49. 49 Damage/Loss to school premises The Government shall carry the risk of damage or loss to the school premises (including furniture and equipment) caused by fire, natural disasters and perils such as construction or excavation work by a third party adjacent to the school; loss of standard items by theft and burglary; and loss of cash (government funds only) in transit --- [Code of Aid] Schools should themselves decide whether to take out insurance for non-school portions and non-standard items of furniture, equipment and buildings

50. 50 EDB Homepage Website: http://www.edb.gov.hk/index.aspx?nod eID=2&langno=1 School Administration Administration Safety and Insurance School Safety and Insurance Explanatory Notes on Block Insurance Policy Specifications Common Questions and Answers Claim Procedure and Forms ……etc.

51. Thank you ！

52. End of Session 2

53. Staff Establishment of Aided Secondary Schools (2012/13)

54. Staff Establishment in 2012/13 Basic Entitlement (Teacher to Class ratios) - 1.7 teachers per S1-S3 class - 2.0 teachers per S4-S6 class + Additional Teachers - MOI - New Schools - Support to Academic Low Achievers - NET - IE Teachers Regular Staff Establishment (CoA – Appendix 2) Add’l teachers provided to ALL schools have been subsumed - Split-class teaching - School librarian - Chinese language teachers- Teachers under ECR5 - Remedial, counselling & ECA teachers Call for Application for Grants : EDBCM 36/2012 Add’l teachers provided before 2009/10 54

55. Class Organization & Basic Staff Entitlement for a 24-Class School (4-4-4-4-4-4) in 2012/13 Class LevelNo. of Classes T/C RatioBasic Entitlement Secondary 141.7 6.8 Secondary 241.76.8 Secondary 341.76.8 Secondary 442.08.0 Secondary 542.08.0 Secondary 642.08.0 Total44.4 44 Teachers 37 G (85%) Ref: CoA - App 2 / Attachment A 7 NG (15%) 55

56. Calculation of Staff Establishment Basic Entitlement after applying 85% grad ratio GradNon-GradFractional 3770.4 Additional teachers of English under MOI policy 20-- Posts counted for Promotion 397 Additional teachers counted for promotion posts Total 56

57. Calculation of Staff Establishment (2) Rank Distribution (before upgrading) PGMSGMGMGradPAMSAMAMCMNon- Grad --162339--1247 2 SGM to PGM +2-2 1 GM to SGM +1 Rank Distribution (after upgrading) 2152239--1247 Posts counted for Promotion GradNon-Grad 397 Upgrading (Ref: CoA Appendix 2 / Attachment A) 57

58. Calculation of Staff Establishment (3) Other School/Programme- specific Top-up Provisions (Non-promotion Posts) GMCMReference New Schools0 CoA – App 2, 1(e)(iii) Academic Low Achievers2.8 CoA – App 2, 1(e)(iv) NET1 CoA – App 2, 1(e)(ii) IE0 Programme Specific Sub-Total3.80 58 30.8

59. Calculation of Staff Establishment (4) Fractional posts from Total T/C RatiosALA 0.40.81.2 0.21 Regular GM PostFractional GM Post 59

60. Calculation of Staff Establishment (5) PGMSGMGMGrad Tot PAMSAMAMCMNG Tot Fract’l GM Rank Distribution (after upgrading) 2152239--1247 Approved Establishment 2152643--12470.2 60 Add’l Posts from fractional parts of T/C ratios & ALA 110.2 Other Top-up Provisions (Non- promotion Posts) 33 Approval Letters for schools under VOCSS with quota provided Approval Letters for schools

61. Regrading under Enhanced Grad Teacher Ratio  Graduate teacher ratio enhanced to 85% from 2009/10 onwards  Newly created G posts can be filled by qualified serving NG teachers GM posts  SAM, AM and CM SGM post  PAM  the effective date of regrading/promotion carries no retrospective effect  If serving NG teachers do not regrade and number of NG teachers exceeds approved establishment, the corresponding number of G posts should be held against: no. of excess SAM, AM and CM no. of GM posts PAM (if any) SGM post NO Redundancy of NG teachers (Ref : EDBC 4/2008) 61

62. Fractional GM Post Two Options :  Retain as fractional GM post in regular establishment  Encash the fractional GM post for claiming Fractional Post Cash Grant (FPCG) – mid-pt of GM Note: -Not to be changed after 30 June of the previous school year -Offset by surplus teachers being covered by the 5-year transitional arrangement under NSS / the Voluntary Optimisation of Class Structure Scheme Details on FPCG found in EDB homepage > School Administration > Administration > Staff Entitlement Matters of Aided Secondary Schools under New Senior Secondary Academic StructureStaff Entitlement Matters of Aided Secondary Schools under New Senior Secondary Academic Structure 62

63. LT Establishment Provision of Laboratory Technicians (LTs)  According EDBCM No. 46/2012, the provision of LT will be continuously frozen at 2008/09 level up to 2015/16  Use territory-wide average of LT establishment per class in 2008/09 to adjust the LT provision if the school experiences reduction of classes due to under-enrolment (Ref: EDBCM 46/2012) 63

64. Additional Teachers Under Non-salaries Grants Grants can be used for employment of teachers : Senior Secondary Curriculum Support Grant (SSCSG) Capacity Enhancement Grant (CEG) Diversity Learning Grant (DLG) Learning Support Grant for Sec Sch (LSGSS) Teacher Relief Grant (TRG) Substitute Teacher Grant (STG) Fractional Post Cash Grant (FPCG) Liberal Studies Curriculum Support Grant (LSCSG) OEBG/EOEBG Surplus Teachers employed under non-salaries grants are on a temporary basis and should not be paid out of Salaries Grant. 64

65. END

66.  Issued in March each year  EDBCM No. 36/2012 on Estimates for 2012/13 Application for Grants : Aided Secondary Schools  Invite schools to apply for recurrent and non-recurrent grants for operating classes and appointment of teaching staff  Schools should complete the FORM attached to the CM Circular Memorandum on Application for Grants (1)

67. Circular Memorandum on Application for Grants (2) Form

68. 44 teachers + “1 Principal” = 45 teaching staff 45 (extract)

69. Distribution of Ranks 39 Graduate Teachers and 7 Non-Graduate Teachers 39 7 (extract)

70. Application for Grants - Form

71. 71

72. Approval Letter

73. 73

74. Approval Letter (issued in April)

75. Approval Letter

79. Approval Letter – Schools under VOCSS with teaching post quota provided